IGCC Administrative Coordinator
The University of California, San Diego
About this position
Position Description
The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, generating ideas, and building networks for the Pacific Century. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. The International Studies Program, a fast-growing interdisciplinary program under the advisory umbrella of GPS, has over 1400 declared undergraduate majors and offers a rigorous curriculum for undergraduate students interested in international affairs. Offering nine B.A. disciplinary major tracks, as well as, three in association of GPS leading to a BA/MIA, and a minor program, the International Studies Program explores the international, national and local processes that have, over time, shaped globalization. ISP does significant programming in partnership with GPS. GPS is also the parent organization to major research centers: Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), 21st Century India Center (21CIC), Policy Design and Evaluation Lab (PDEL), Laboratory on International Law and Regulation (ILAR), and Japan Forum for Innovation and Technology (JFIT). The UC Institute on Global Conflict and Cooperation (IGCC) is a network of researchers from across the University of California and the Los Alamos and Lawrence Livermore national labs who produce and use research to help build a more peaceful, prosperous world. We conduct rigorous social science research on international security, the environment, geoeconomics, nuclear security, and the future of democracy; help to educate and train the next generation of peacemakers; and strive to ensure that what we are discovering contributes to a safer world. The Institute is based at the School of Global Policy and Strategy at UC San Diego, where several members of the leadership team and a number of researchers are on the faculty. Under the direction of the IGCC Assistant Director for Programs and Operations, this position administers and coordinates a defined portfolio of administrative, operational, and program support activities for the IGCC office at UC San Diego. The position supports the effective management of Institute operations by applying professional administrative concepts, University policies, and departmental procedures to a variety of ongoing operational needs across finance, communications, scheduling, travel and logistics, records management, materials preparation, reimbursement and payment processing, and general administrative services. Serving as a key administrative and operational resource for the Institute, the position supports the coordination, analysis, and resolution of administrative matters of moderate scope and complexity. The incumbent gathers, tracks, and reviews financial and operational information; supports budget monitoring and resource tracking; assists with preparing reports, analyses, and administrative materials; and helps evaluate and improve processes that support IGCC’s research, training, and policy engagement activities. The position exercises judgment within established guidelines to determine appropriate action, identify administrative priorities, and support the resolution of operational issues. The incumbent participates in the development and revision of standard operating procedures, helps maintain compliance with University and departmental requirements, and contributes to the consistent and efficient administration of Institute programs and activities. The position interacts regularly with faculty, researchers, students, program participants, University staff, vendors, and external partners. The role requires professionalism, discretion, diplomacy, sound judgment, analytical ability, and effective written and verbal communication. Must be able to work a flexible schedule to meet Institute needs. Some mornings, evenings, and weekends may also be required. Must be able to travel for extended periods and represent the University at various off-campus locations. Position requires travel, including to some domestic locations where public transportation is limited. Must be able to obtain and maintain a valid passport and/or REAL ID for domestic and international travel as needed. Work Schedule: three days per week in the office (La Jolla) and two days per week working from home. Please submit a cover letter along with a resume for a complete application.
Qualifications
Experience coordinating logistics, operations, and administrative requirements for high-profile events, workshops, visits, and complex meetings involving diverse internal and external stakeholders. Demonstrated planning and coordinating logistics for professional events, including monitoring and tracking budget, travel reimbursement, and payment processing, materials preparation, overseeing event registration, and general administrative support. Demonstrated experience providing customer service, providing support to staff and instructors/teachers. Excellent writing and editing skills with experience producing a variety of professional communications, including program reports, briefing materials, web content, and stakeholder correspondence. Ability to use sound judgment in responding to issues and concerns. Demonstrated ability to exercise diplomacy, discretion, sound judgment, and professionalism in coordinating communications, meetings, visits, events, and related administrative or logistical activities. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Experience engaging with high-level officials and senior external stakeholders, including senior government and foreign officials. Solid organizational skills and ability to multitask with demanding timeframes. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. Strong decision-making skills and ability to use independent judgment to quickly set priorities and to solve problems. Ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress. Demonstrated ability to respond effectively to unexpected events and crises. Excellent written, verbal, and interpersonal communication skills, with a demonstrated ability to write, edit, and tailor communication styles for diverse audiences (e.g., faculty, policymakers, external partners). Proven organizational skills with the ability to work effectively both independently and collaboratively within a team environment. Solid organizational skills and ability to multitask with demanding time frames.